DOT-ITB-25-7021-EG - ITB PACKAGE.pdf

DOT-ITB-25-7021-EG

State of Florida Department of Transportation

INVITATION TO BID

POWER OUTAGE EMERGENCY BEACON (POEB) AND

MANUAL TRANSFER SWITCH FOR DISTRICT SEVEN

DOT-ITB-25-7021-EG

CONTACT FOR QUESTIONS:

Enrique Garcia, Purchasing Agent III enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid number: DOT-ITB-25-7021-EG

Title: Power outage emergency beacon (POEB) and manual transfer switch for District Seven.

Bid due date and time (on or before): See Introduction Section 2, Timeline.

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia, Purchasing Agent at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (FDOT), hereinafter referred to as the "Department", is soliciting written bids from qualified bidders to establish a contract to furnish and install power outage emergency beacon (POEB) and manual transfer switch for District Seven. It is anticipated that the term of the contract will begin upon contract execution and be effective for one year thereafter.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the invitation to bid (ITB), including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notice of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS 4-14-2025 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 4-22-2025 5:00 PM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

4-23-2025 10:00 AMPUBLIC OPENING

Florida Department of Transportation Manatee Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

POSTING OF INTENDED DECISION/AWARD 4-29-2025 5:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-25-7021-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-25-7021-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents, and the signature line (text only, no graphics).

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) BID OPENING AGENDA

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS AND ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the procurement agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS / CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle

A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment.

Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their bid sheet. The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information, and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical bids, the Department shall determine the award by means of random drawing.

8) PRE-BID MEETING

A PRE-BID MEETING WILL NOT BE HELD.

9) QUALIFICATIONS

9.1 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out of state corporations, out of state limited liability companies, and out of state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.2 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than 180 days from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance (COI) to the Florida Department of Transportation, Procurement Office, MS 7-700, Enrique Garcia, enrique.garcia@dot.state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A performance bond is not required for this project.

13) METHOD OF COMPENSATION

Details of the method of compensation are described in Exhibit “B”, Method of Compensation, attached hereto and made a part hereof.

14) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) BID SHEET

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

23) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet, for a one-year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor(s) shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contracts will be subject to annual appropriated funding.

24) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

25) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

26) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 25-7021-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless is resubmitted by the due date and time. Bidders may also send a change in separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

28) POSTING OF INTENDED DECISION/AWARD

28.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the Intended Award, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to 1% of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

28.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 28.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

28.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

29) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties.

30) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

31) ATTACHED FORMS

Exhibit “C”, Bid Sheet Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) MBE Planned Utilization (Form 375-040-24) E-Verify (Form 375-031-06) Affidavit Regarding Labor and Services (Form 375-030-31) PUR 1355 Foreign Country of Concern Attestation (Form PUR1355)

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITB:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITB:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept _1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

33) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Method of Compensation Exhibit “C”, Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

34) LIQUIDATED DAMAGES

Details of liquidated damages are specified in Section 7.0 of Exhibit “B”, Method of Compensation.

35) REPLACEMENT/RESTOCKING

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

36) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), F.S., a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

37) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, F.S., an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

38) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN

PROHIBITED

The Bidder must submit, with its bid, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

39) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375-030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

A-1

EXHIBIT “A”

SCOPE OF SERVICES

POWER OUTAGE EMERGENCY BEACON (POEB) AND MANUAL

TRANSFER SWITCH FOR DISTRICT SEVEN

1. PURPOSE

The intent of this scope of services is to provide the equipment requirements for a power outage emergency beacon (POEB) assembly for signalized intersections and the emergency transfer switch for traffic signal applications district-wide (Hillsborough, Pinellas, Pasco, Hernando, and Citrus Counties), as well as installation requirements for both assemblies.

2. POEB ASSEMBLY

2.1. The POEB assembly shall include all equipment needed for a complete and fully functional installation for one intersection, including controller cabinet, solar panels, batteries, dual voltage light emitting diode (LED) signal module replacements and all cabling, miscellaneous parts and pieces.

2.2. The POEB assembly shall operate only after complete loss of power at a signalized intersection. This would be at the point that the signalized intersection’s indications are dark, the local utility company has lost power, and the uninterruptible power supply (UPS) has expended the usable battery life.

2.3. The POEB will provide signal indications for each vehicle approach per the flashing sequence defined by the operating agency and Florida Department of Transportation (FDOT). The signal indication shall flash at a 60 hertz (Hz) rate.

The flashing indications are active only after complete loss of power. These indications are provided to the motorist as an additional warning that a signalized intersection is present, but the normal signal is inoperative, and the signal heads are dark.

2.4. The POEB cabinet will run off battery power and shall be capable of powering eight 12-volt direct current (VDC) LED 12” signal indications and shall be wired to monitor the traffic signal cabinet power.

2.5. POEB controller and batteries cabinet contains:

2.5.1. Two each minimum 105 ampere hour (Ah) 12-volt batteries designed for solar installations.

2.6. The POEB control panel, including:

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2.6.1. Minimum of a 20-ampere (AMP) solar regulator to manage the charging of the batteries by the solar panel.

2.6.2. A wireless machine to machine (M2M) cellular modem, including five years of cell service. Minimal data is expected to be transmitted.

2.6.3. A 115/120 volts alternating current (VAC) relay.

2.6.4. A flasher assembly that has a flash rate of 60 hertz (Hz) and provides two outputs that alternate.

2.7. All applicable wiring to interconnect the batteries, regulator, relay, and flasher assembly.

2.8. The controller cabinet shall have wire terminations sufficient to terminate up to eight signal head cables along with terminations for the internal wiring.

2.8.1. The controller cabinet shall be configured to mount on a concrete strain pole or mast arm upright.

2.8.2. The POEB cabinet shall be sufficiently grounded, according to FDOT Standard Specifications for Road and Bridge Construction.

2.8.3. Controller cabinet shall be a National Electrical Manufacturers Association (NEMA) Type 3R rated standard flasher / battery backup cabinet with the approximate dimensions of 24 inch (”) width (W) x 40” height (H) x 15” depth (D). Other dimensions are acceptable so long as the cabinet can hold two 105 Ah 12-volt batteries, the POEB control panel (regulator, relay, flasher assembly), and any other required equipment.

2.9. POEB Signals:

2.9.1. POEB signals shall be inserted into existing signal heads. The POEB signal heads shall include a 12” dual voltage 120VAC/12 VDC LED signal head module that replaces the existing LED module for the designated through movement. No separate signal sections will be permitted. Two signal heads per approach shall be installed.

2.9.2. The designated color signal lens shall replace the same color signal lens in the through movements defined by the operating agency and FDOT.

2.9.3. Determination of location will be established prior to installation for each location where installation is to occur.

2.9.4. The POEB signal heads shall be wired to alternate flash between main street signal heads and side street signal heads.

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2.10. POEB Solar Panels:

2.10.1. The POEB installation shall have two 90-watt solar panels or equivalent.

2.10.2. The solar panels will typically be mounted to the concrete or steel strain pole or the mast arm upright. The mounting of the solar panels will be at a location that achieves the most optimum sunlight.

2.11. Cabling:

2.11.1. A one-pair Belden (International Municipal Signal Association (IMSA) 50-2) cable shall be run between the solar panel and the POEB controller cabinet.

This provides charging voltage to the voltage regulator in the POEB controller cabinet. No exposed or dangling cables except near the point of entry into the solar panels. Cables shall be routed in conduit or inside the signal pole.

2.11.2. A one-pair Belden (IMSA 50-2) cable shall be installed between the POEB controller cabinet and the traffic signal controller cabinet. This monitors the traffic signal 115/120 VAC. Cable shall be routed inside conduit and pull boxes between the controller cabinet and POEB cabinet.

2.11.3. Sufficient signal cables shall be installed to connect signal head modules to POEB controller cabinet. Any cables installed on existing span shall require the existing lashing rod to be removed, cable installed and lashing rod reinstalled.

No over-lashing is permitted.

3. INTERSECTION COMPLEXITY LEVELS

3.1. Due to the varying levels of complexity involved in installing POEB assemblies at different types of intersections, the bid sheet presented in Exhibit C contains separate lines for several types of intersections which the Vendor may encounter.

3.2. Medium complexity represents a typical signalized intersection. The structure type may be either mast arm or strain pole. The intersection will have four approaches which will require POEBs. Examples of intersections which would be considered medium complexity include:

1. State Road 60 and Sky Harbor Drive

2. State Road 688 and Carillon Parkway

3. Alt US 19 (5th Avenue North) and 58th Street North

4. State Road 582 (Fowler Avenue) and North 40th Street

5. State Road 60 (Kennedy Boulevard) and Dale Mabry Highway

These locations are provided for example purposes only and may or may not

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3.3. High Complexity represents a signalized intersection which is substantially more challenging to install POEBs as compared to a typical intersection.

Diverging Diamond Interchanges (DDIs) shall not be included in this line item.

3.4. It is anticipated that POEBs will be installed at District Seven’s two DDIs, located at I-75 and State Road 56, and at I-75 and State Road 574 (Martin Luther King (MLK) Boulevard). A separate line item is included in the bid sheet for installation of POEBs at a DDI.

3.5. A separate line item is included in the bid sheet for T-intersections, defined as an intersection with three approaches, as these will require fewer POEB LEDs for a complete installation.

3.6. The POEB assembly items on the bid sheet do not include any boring of conduit. If boring is required for the installation at a particular intersection, it may be added to the Task Work Order (TWO) with the directional bore line item. Directional boring issued as a task on this contract shall be 2” high-density polyethylene (HDPE) conduit, standard dimension ratio (SDR) 11.5, toneable, including pull tape, and shall comply with all applicable FDOT specifications.

3.7. The Department may require additional POEB LEDs to be installed at some locations. Separate line items are included in the bid sheet for this purpose.

These items include only the installation of a single additional LED to be added to one of the approaches. These items will be used in addition to a complete assembly item. Medium and high complexity line items are provided, with the same definitions as described in 3.2 and 3.3.

4. MANUAL TRANSFER SWITCH FOR TRAFFIC SIGNALS

4.1. Transfer Switch:

4.1.1. Transfer switches shall meet or exceed all the requirements of the Underwriters Laboratories (UL) 1008 Standard for Transfer Switches. The Transfer switch shall include all equipment needed for a complete and fully functional installation for one signalized intersection, including all cabling, conduit and other miscellaneous parts and pieces.

4.1.2. The transfer switch shall be a manually operated “toggle type” transfer switch, which can be switched to utility power in fewer than 250 milliseconds, permitting the traffic signals to operate normally.

4.1.3. The transfer switch electrical rating of 30-AMP., 125 VAC, 50/60 Hz. 5 kilo amp (KA) short circuit withstand.

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4.1.4. The transfer switch shall have a NEMA L5-30 locking power inlet.

4.2. Transfer switch enclosure:

4.2.1. NEMA Type 3R Enclosure with approximate dimensions of 6”W x 9”H x 4.5”D or approved equivalent.

4.2.2. The enclosure can be locked prohibiting access to the power inlet while not in use. The power cable can be connected while the enclosure is locked.

4.2.3. Power inlets should be located to be waterproof when connected.

5. GENERAL REQUIREMENTS – INSTALLATION

5.1. Maintenance of traffic (MOT) shall include the planning, furnishing, installing, maintaining, and removing traffic control and safety devices. The need for lane closures shall be determined on a case-by-case basis as requested by the Vendor. Any request for a planned lane closure shall be submitted to the FDOT’s District Seven Lane Closure Information System (LCIS) two weeks in advance of the proposed lane(s) closure for FDOT managerial approval. The Vendor will be given a notification list by the FDOT containing all contacts that shall be notified of the lane(s) closure by the Vendor. The Vendor shall coordinate MOT activity with Regional Traffic Management Center (RTMC) operations and any other governing operations center. MOT shall be deployed and function in accordance with Standard Plans for Road Construction, current edition, Series 102 MOT.

The Vendor shall have at least one person who possesses an Advanced Temporary Traffic Control (TTC)/MOT Certification in accordance with the requirements detailed in the FDOT TTC/MOT Training Handbook.

5.2. Furnish and install bid item shall include any additional pull boxes, conduit, cable, and all other ancillary items required to complete the installation which shall be included in the bid cost.

5.3. Furnish and install bid item cost shall include coordination with FDOT and the maintaining agency, including any meetings. FDOT and the maintaining agency will inspect each installation prior to final acceptance.

5.4. Mobilization and MOT:

5.4.1. Mobilization shall be paid as 10% of the TWO subtotal for the installation work to be performed. Payment for mobilization in excess of 10% of the TWO subtotal may, at the Vendor’s request, be negotiated on a case-by-case basis for TWOs where the actual cost of mobilization will exceed the typical 10% allowance. Justification for the increased cost shall be provided by the Vendor

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5.4.2 MOT shall be paid as 10% of the TWO subtotal for the installation work to be performed which requires MOT. Payment for MOT in excess of 10% of the TWO subtotal may, at the Vendor’s request, be negotiated on a case-by-case basis for TWOs where the actual cost of MOT will exceed the typical 10% allowance. Justification for the increased cost shall be provided by the Vendor and reviewed by the FDOT Contract Manager. Work which does not require MOT shall not be included in the subtotal used to calculate the MOT cost. The Transfer Switch installations are not expected to require MOT in locations where the signal has a functional UPS, however it may be required at some locations.

5.5. Equipment purchased under the furnish only line items shall be delivered to the FDOT warehouse at Tampa Operations, 2822 Leslie Rd, Tampa, FL 33619.

Delivery should be included in the bid price.

6. CONTRACT MANAGEMENT

The FDOT will assign a Contract Manager to be responsible for coordination with the Vendor as required to performing work on behalf of the FDOT under this Contract. The FDOT reserves the right to change the Contract Manager at any time.

The FDOT Contract Manager will be:

Kent Worley, Engineer Trainee 11201 North McKinley Drive, MS 7-800 Tampa, Florida 33612-6456 Email: kent.worley@dot.state.fl.us Telephone: (813) 975-3692 Cellular: (813) 538-4632

7. BEGINNING AND LENGTH OF SERVICES

The period of performance of this contract will begin upon contract execution and be effective for one year thereafter.

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EXHIBIT “B”

METHOD OF COMPENSATION

POWER OUTAGE EMERGENCY BEACON (POEB) AND MANUAL TRANSFER

SWITCH FOR DISTRICT SEVEN

1.0 PURPOSE

This exhibit defines the limits and method of compensation to be made to the Vendor for services set forth in Exhibit "A" and the method by which payments will be made.

2.0 ASSIGNMENT OF WORK

The Department shall request Vendor services on an as-needed basis. Services to be provided on each project will be initiated and completed as directed by the Department Contract Manager. A "Task Work Order" (TWO) will be issued for each project scheduled.

3.0 COMPENSATION

There is no budgetary ceiling; funds will be encumbered for each TWO.

This is a term contract for an indefinite quantity whereby the Vendor agrees to furnish services during a prescribed period of time. The specific period of time completes such a contract. The Department will authorize services based on need and availability of budget. Execution of this Contract does not guarantee that the work will be authorized.

4.0 ESTABLISHMENT OF TWO AMOUNT

For each TWO, the Vendor, following the scope of services as set forth in Exhibit "A", shall prepare an estimate of work and price based on the rates established in Exhibit "C", and allowable expenses according to the Department Disbursement Handbook . Allowable expenses must be project-related and shall be procured following the guidelines established in the Department’s Commodities and Contractual Services Procurement Manual for purchases below the category two threshold (35K). Once an acceptable maximum amount has been agreed upon by the Vendor and the Department Contract Manager, a TWO shall be issued by the Department Contract Manager. The Department Contract Manager shall obtain fund approval for each authorization by an approved encumbrance prior to issuing the TWO. All work authorizations shall be completed within the term of this Contract.

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5.0 PROGRESS PAYMENTS

The Vendor shall submit monthly invoices in a format acceptable to the Department. For the satisfactory performance of the services detailed in each TWO, the Vendor shall be paid up to the maximum amount for each TWO.

Payment shall be made for the services provided, at the unit billing rates specified in Exhibit “C”, as approved by the Department Contract Manager. The contract billing rates shall include the costs of salaries, overhead, fringe benefits and operating margin.

Payment for expenses shall be made on the basis of actual allowable cost incurred as authorized and approved by the Department. Allowable costs should be task related and not include items normally associated with overhead which is part of the billable rates. The invoice shall include documentation of hours provided and itemization of costs incurred (including receipts).

Invoices shall be submitted to the Department Contract Manager:

Kent Worley, Engineer Trainee 11201 North McKinley Drive, MS 7-800 Tampa, Florida 33612-6403 Email: kent.worley@dot.state.fl.us Telephone: (813) 975-3692 Cellular: (813) 538-4632

The Vendor has certified that ____% Minority Business Enterprise (MBE) utilization would be achieved for this contract. If MBE utilization was certified by the Vendor, an MBE payment certification form shall be submitted with each invoice to verify the MBE utilization.

6.0 DETAILS OF UNIT RATES

Details of unit rates for the performance of the Vendor’s services set forth in Exhibit "A" are contained in Exhibit "C", attached hereto, and made a part hereof.

7.0 LIQUIDATED DAMAGES

The Vendor acknowledges that failure to complete the services by the completion date designated on the contract document may cause the Department to incur damages that, at present are, and upon the occurrence of the failure to timely complete the services may be, difficult to determine. Moreover, the parties wish to avoid lengthy and expensive litigation relating to failure to complete the services on time.